Guides

How to write a trade quote that wins jobs (and protects your margin)

A quote does two jobs: it convinces the client you're the professional choice, and it protects you when the job changes. Most quotes only try to do the first.

What every quote should include

1. Your business details — name, business/tax number, licence number, phone, email.
2. Client and site address — and a one-line description of the job.
3. Itemised materials and labour — enough detail that the client can see what they're paying for.
4. Tax shown clearly — GST/VAT or sales tax as its own line, and a total including tax.
5. Validity period — e.g. 30 days, because material prices move.
6. Deposit and payment terms — how much up front, when the balance is due. Check any legal limits on deposits for your trade and state.
7. Exclusions — what's not included (e.g. making good, rubbish removal, permits).
8. Variations clause — any change is quoted in writing and approved before work proceeds.
9. Acceptance line — name, signature, date.

Keep a buffer for the unknown

A small contingency line (often around 5%) covers the surprises you find once the wall is open. Showing it openly beats quietly padding every line.

Check your profit before you send

Before the quote goes out, know your real cost, overhead and margin. If it's under about 20%, it's worth a second look at your rates or markup. (See markup vs margin.)

Make variations a habit

"Can you just add…" is where margin disappears. Write it down, price it, get it signed, and add it to the invoice.

The free SiteSheets Quick Quote covers points 1–6 and 9 out of the box, with a private Profit Check tab. The PRO kit adds a variation form: mark it approved and it flows to job costing and the invoice.